Keeping your financial reporting accurate starts with a consistent daily routine and knowing which reports to check for revenue and insurance tracking. This article walks through the recommended daily workflow, the tools available in Analytics, and the fundamental reports you'll rely on for revenue and insurance tracking.
Before you begin: This workflow assumes you already know how to navigate the Superbill.
If you haven't yet, please review:
Superbills - Each Section & How to Customize It
Superbills - Four Ways to Create a Superbill.
Table of Contents
Analytics Tools: Navigating and Customizing Reports
Using the Checkout Screen
To ensure your financial reports are capturing all necessary data, it is recommended to routinely check the Checkout screen. This is because patient receipts, known as Superbills, populate your analytics reports.
Since your analytics reports are only as accurate as your superbills, failing to generate one for patient charges and payments means the data will not be accurately reflected in your reports.
How to Audit the Checkout Page
- Navigate to the Checkout tab.
- Select a date range. Note: the range cannot exceed 3 months.
- Choose a specific practice manager/provider, or select All.
- Select Refresh.
This generates a summary of appointments, charting, Superbills, and claims for every patient in that time frame.
Understanding the Checkout columns
| Date | Date of service |
| Patient | Patient name and insurance if applicable |
| Insurance | Whether insurance information has been added for the patient |
| Appointment | Scheduled appointment and service |
| Charting | Whether the chart note has been started (access level determines whether you can edit, lock, view, or delete) |
| Superbills |
Shows if a superbill has been generated, displaying (Charges)(Amount Paid). (access level determines whether you can edit, lock, view, or delete) Note: If a copay has been collected on the date of visit, then it is expected there will be two superbills for this date of visit after the EOB has been posted. |
| Claims | If an insurance claim has been submitted, with the (amount claimed) (amount paid - once received). Claim status is displayed in color coded dots. |
| Tags | Any tags present on the patient profile are displayed |
Recommended Best practice: Review the Checkout screen at least once daily to confirm every Superbill has been created and paid where applicable, before moving on to your Analytics reports.
The example below shows us that this visit lacks a superbill and an insurance claim (if applicable).
Editing or Creating a Superbill from Checkout
If a superbill is already present, the information can be reviewed directly from the checkout page.
However, if the appointment lacks a superbill, you can generate one here as well.
When generating a Superbill, you have two options:
- Create button – Pulls information from the patient's most recent chart note. If the patient was seen today but their last chart note is from three months ago, it will pull from that older note.
- Blank Superbill – Populates today's date and lets you manually add all relevant services or products.
Once saved, the Superbill appears in the Superbill column, where you can edit, view, delete, or email it directly. This column also shows how much was charged and whether it's been paid in full, partially, or not at all.
Creating and Tracking a Claim
Use the Claim button to pull information directly from the chart note.
If a claim already exists, you can edit, view PDF, or delete the claim using the respective icons.
Claim status is indicated by color:
- Black – Not yet submitted
- Red – Submission error
- Green – Submitted successfully
A separate button indicates when payment has come in and the EOB is ready to post. Typically, once a claim is submitted to insurance, the Superbill only reflects the co-pay or co-insurance amount until the EOB is processed and posted.
For example:
- A $50 co-pay is collected at the time of visit, and a $100 insurance Superbill is created for the remaining balance. Once the EOB posts, the two connect so the system knows the co-pay has already been paid.
- If the co-pay was not collected at the visit, the insurance Superbill will show a $50 balance still owed by the patient once the EOB is processed.
- If insurance doesn't pay any amount, the full patient balance (e.g., $160) is owed unless the claim is resubmitted.
Analytics Tools: Navigating and Customizing Reports
Once your Superbills are in order, head to the Analytics tab to review your reporting. This section covers the tools available across all reports so you can pull exactly the data you need.
Finding a report
Go to Analytics > List of Reports. Scroll the list and select your desired report or use the search box to quickly locate a report by name (for example, typing "COGS", "DOB", or “Aging”).
Adjusting the date range
Select Change Date Filter to broaden or narrow the date range for a report. Most revenue reports default to the past 7 days.
After choosing your desired start and end dates, scroll to the bottom and click "Run Report" to generate it. Note that you may need to scroll back up to view the report once it has been run.
Caution: Selecting a very broad date range (such as a full year) with many data points can cause an error, since the request exceeds analytics bandwidth. If this happens, narrow your date range and re-run the report.
Some reports don't run by date and won't have this option available.
Rearranging report data
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Double-box icon – Appears on most column headers. Select it to "page by" that column, letting you view data broken out individually (e.g., by provider or by service).
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Counterclockwise arrow ("Move to Rows") – Combines a paged-out column back into the main report view, so you can see all providers, services, etc. together.
Filtering with Add Condition
- Confirm all six toolbar checkmarks/tools are selected.
- Select Add Condition.
- Select individual items, or use the double arrow to select all.
- For long lists, use the Search For box, uncheck Match Case, and select the magnifying glass to filter by partial name matches.
- Note: If an item is missing from the available list, it indicates that no line items have been recorded for it within the specified date range.
- Move your selections over, then select Apply.
- The report will now display only the filtered selections.
Toolbar tools (Also found in “Home” dropdown)
| Icon | Function |
| Counterclockwise arrow | Undo your last action |
| Clockwise arrow | Redo an undone action |
| Table | Data - Grid view (Default) |
| Graph | Data - Graphed view |
| Graph & Table | Data - Both grid and graphed view |
| Printer | Print report |
| Two-page icon | Export the report as Excel, CSV, or PDF (choose formatting, then Export) |
| PDF icon | Export the report as a PDF (choose formatting, then Export) |
| Question Page Icon | Reprompt |
| Box Arrow Icon | View in fullscreen mode |
| Data menu | Add Condition, Refresh the report without a full re-run, Toggle Hide Zeros and other data display options |
Basic Revenue Reports
These reports give you a full picture of the money coming into your clinic. Below are a few we recommend.
Daily Deposit Report
Defaults to the last 7 days and is your primary revenue-tracking report.
- Daily habit: Compare your card processor's batch summary (e.g., from Fiserv/authorize.net) against the Payment Card column to confirm every transaction is accounted for in your Superbills.
- Monthly review: Use Change Date Filter to select a full month, run the report, then use the counterclockwise arrow to move Date of Payment back into rows so the entire month displays together.
- The report breaks payments down by check, cash, or card. If you process insurance, those payments typically appear in the check columns.
- The total for the full period is always in the bottom-right corner – this is your summary across all payment types.
- If the report spans multiple pages, navigate to the last page to see this total.
Patient-level Charges and Payments by Date of Payment, Payment Type, Location and with COGS Report
Shows both revenue and charges with details – anything on a Superbill will appear here.
Defaults to the last 7 days and helps identify which services you're selling most.
- Separated by provider by default; use the counterclockwise arrow to combine all providers into one view.
- Use the double-box icon on the Charge Description column to break the report out by individual service, so you can review charges and collections for a specific service.
- To filter multiple charge descriptions at once (for example, all acupuncture-related services), use Add Condition, move all related services to selected column, and click Apply.
Actual vs. Superbill Report
Compares what's been processed against what's recorded on the superbill. This report is vital for verifying that all processed credit card payments have been properly recorded.
If you note a discrepancy when reviewing your batch summary against the Daily Deposit report, this is the first place to investigate further.
The columns display:
- Credit cards processed
- Refunds or voids
- Amount recorded on the Superbill
A yellow flag indicates an inconsistency – for example, a card payment was processed but not recorded on a Superbill, or a Superbill became disconnected from its payment.
The Total Difference column in the bottom right should always balance to $0.
- If you process payments across multiple merchant accounts or practitioners, keep this report separated by individual accounts.
- If your whole clinic uses a single banking account, you can remove (X out) the provider column to eliminate inconsistencies caused by one provider checking out a patient for another.
Customer Aging Report
Shows outstanding patient balances that haven't yet been paid, along with how much time has elapsed since the date of service – useful for identifying patients you still need to collect from.
Insurance Reports
If your practice processes insurance, these three reports are helpful for tracking claim and payment status.
For insurance related questions, please review Insurance Related Frequently Asked Questions (FAQs) and Onboarding Resources to signup for our weekly insurance training.
Daily Deposit by Date of Payment + With Patient Insurance and Payment Type (Cash/Credit)
- Review overall clinic revenue including patient insurance and payment type.
List of HCFA Details
- Use this report to check the status of your HCFA submissions. The report is automatically filtered by provider and status (paid/unpaid).
Insurance EOB by Date of EOB
- This report shows the status of your EOB checks, including whether they've come in and their current status.
Insurance Aging Report with Balances
- This allows you to review all outstanding insurance claims that haven't yet been paid. It shows the claimed amount and how long that balance has been outstanding.
Analytics FAQ
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Im getting an error when running my reports, what do I do?
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A "Bad Request" or "Error 400" message usually means the report is pulling more data than it can handle, or the report has timed out. To resolve this:
- Try narrowing your date range and re-running the report
- If your report has timed out, try refreshing and rerunning the report
- If the error persists, check out our Cache clearing speed guide for steps on clearing your cache
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Im trying to run my patient demographics report and it just keeps spinning.
- If you have a large patient database, this report can take some time to load. If you are unable to load the report due to too many patient accounts, please open a ticket with the OptiMantra Support Team so we can export it for you.
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I am receiving an "Error. User does not have permission to view analytics reports" message when attempting to access analytics.
- This means you do not presently have rights to view this page. Please reach out to an account admin to be permitted access under settings> user management.
Analytics Report Index
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Practice Financials
- Deposits/Collections
- Daily Deposit by Date of Payment
- Card Payments Reports
- Actual vs. Superbill Posted Card Payments by Date of Payment
- Card Payments Using Opti Processors by Date of Payment
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Line Item Charges Only
- Patient-level Charges With Diagnosis
- Practice Analysis (Charges) - Summary
- Patient-level Charges and Payments
- Today's (Daily) Patient-level Charges and Payments Summary
- Patient-level Charges and Payments by Date of Payment, Payment Type, Location and with COGS
- Individual Patient Charges and Payment Summary by Date of Service
- Practitioner-level Charges and Payments
- Practitioner-level Charges and Payments with Encounters, Appointments, and Superbills by Date of Service
- Taxes
- Tax by Charge Category
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Insurance Billing
- Status Of Pre-Authorizations
- Insurance EOB by Date of Service
- List of HCFA Details
- Insurance Reimbursement Rates by Payer
- Posted Claims Without Superbills
- Aging Reports
- Customer Aging Report with Balances Due for 30-60-90 Days
- Insurance Aging Report with Balances Due for 30-60-90 Days
- Financials by Category
- Summary of Category (Type/Subtype) Charges and Payment
- Deposits/Collections
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Patient Accounts and Details
- Patient Accounts
- Patient Detailed Statements Patient Credit Memos and Applied Credits
- Patient Detailed Statements Gift Cards List (Sold)
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Patient Lists and Counts
- Patient List with Demographics, Background (DOB List)
- Patient Count by Age Group
- Referrals
- Health Maintenance Items
- Patient Tags
- Patient Accounts
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Scheduling, Services and Supplies
- Scheduling
- List of All Appointments by Practitioner by Date
- Non-recurring Appointment Trends
- List of Non-recurring Future Appointments
- Supplies and Inventory
- Supplies Sold by Patient and Provider
- List of Inventory
- Inventory Changes
- Services
- List of Services
- Status of Services Packages Bought and Used
- Scheduling
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Other Data Tracking
- Activity (Clock in/Clock out, User Analytics)
- Clock-in/Clock-out Results
- OptiMantra User 7-day Account Activity
- Contact Lists
- Activity (Clock in/Clock out, User Analytics)